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Home » Transport Compliance Audits » Maintenance System Paperwork Audit

Maintenance System Paperwork Audit

Review your fleet’s maintenance paperwork and systems to ensure full compliance, protect your operator licence and reduce risk from vehicle defects.

Call us: 01543 897505

E-mail to register interest

About the Maintenance System Paperwork Audit

A robust maintenance record system is the foundation of safe and compliant vehicle operations. The DVSA expects every operator to keep accurate, complete and easily traceable records that demonstrate a vehicle’s roadworthiness history.

Our Maintenance System Paperwork Audit examines the documentation and controls that support your maintenance activities. This includes PMI inspection sheets, defect reports, driver walk-around check records, repair documentation and records held by third-party maintenance providers.

The audit identifies missing information, procedural weaknesses or inconsistencies that could expose your business to enforcement action or licence review. You will gain a clear understanding of where improvements are needed to achieve a fully auditable maintenance trail.

Who Should Use This Audit

This audit is suitable for:
  • Operators of HGV, LGV or PSV fleets who manage their own maintenance or outsource it to approved contractors.
  • Maintenance managers and compliance officers responsible for documentation control, inspection scheduling and system oversight.
  • Transport managers who must demonstrate to the Traffic Commissioner that their undertakings are supported by robust record-keeping.
It is particularly useful before a DVSA inspection or an internal compliance review, helping you identify potential issues before they become costly problems.

What the Audit Covers and How It Is Delivered

Key Areas Reviewed

  • Maintenance planning and scheduling, including PMI inspection frequency and vehicle service intervals.
  • Driver walk-around checks, defect capture and rectification processes to ensure all issues are logged and resolved.
  • Documentation from in-house workshops or external providers, including job cards, invoices, and safety inspection reports.
  • Review of defect trend analysis and follow-up action to assess how maintenance data supports proactive safety management.
  • Final report providing findings, prioritised corrective actions and guidance for continued improvement.

Delivery Options

  • On-site audit: Our auditor visits your premises, reviews maintenance files, speaks with key staff and checks how paperwork links to real-world practices.
  • Remote audit: For businesses using electronic systems, we can review documents and conduct interviews remotely with the same level of detail.
  • Report and feedback: You receive a comprehensive report with strengths, risks and next steps. Reports are usually issued within 48 working hours of completion.

We’re here to help. Any questions or need something specific? Get in touch.

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Book Your Maintenance System Paperwork Audit

Ensure your records demonstrate complete, verifiable control over your fleet maintenance.

Call us: 01543 897505

Why Choose Lloyd Morgan Group for This Audit

For over 20 years, Lloyd Morgan Group has supported transport operators with maintenance and compliance audits that go beyond the checklist.

  • Auditors with hands-on experience in HGV, PSV and engineering operations.
  • Flexible delivery options available nationwide, on-site or remotely.
  • Reports aligned with the DVSA’s standard audit framework and industry best practice.
  • Action plans that help strengthen your systems, improve defect management and provide credible evidence during inspections.

Frequently Asked Questions

Usually one day per operating centre, depending on the size of the fleet and record volume.

 

Yes. If your records and systems are digital, remote auditing is fully supported.

Yes. The review includes your external maintenance provider’s documentation and processes.

You will receive a full report with findings, recommended actions and guidance on maintaining compliance. Follow-up support is also available.

Lloyd Morgan Group
  • 01543 897 505

Email us at:
info@www.lloydmorgangroup.co.uk

Find us at:
Lloyd Morgan Group
Phoenix House,
Hemlock Park,
Hyssop Close,
Cannock.
WS11 7GA

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